HomeMy WebLinkAboutItem 10 - Authorization to apply for 2021-21 Senate Bill 1 (SB1) Grant funds for bus shelters Department Name: Public Works
Cost Center: 5201
For Agenda of: February 2, 2021
Placement: Consent
Estimated Time: N/A
FROM: Matt Horn, Public Works Director
Prepared By: Gamaliel Anguiano, Transit Manager
SUBJECT: AUTHORIZE APPLICATION FOR THE 2020-21 SENATE BILL 1 (SB1)
STATE OF GOOD REPAIR TRANSIT GRANT FOR BUS SHELTERS
RECOMMENDATION
1. Adopt a Resolution (Attachment A) authorizing the City Manager to execute and file grant
applications with the State of California to receive State of Good Repai r Transit Grant funds
for transit projects and to execute any related grant applications, certifications, assurances,
forms, agreements, and associated documents on behalf of the City (Attachment B) and to
make any budgetary amendments to reflect the grant funding; and
2. Approve a budget amendment to reflect these grant funds, if awarded; and
3. Approve use of California Association of Coordinated Transit’s Cooperative Purchase
Agreement for to purchase selected vendor’s bus shelters at a reduced cost.
DISCUSSION
Background
The State of Good Repair (SGR) program is the result of the passage of SB1 and provides
approximately $105 million annually to transit operators in California for eligible transit
maintenance, rehabilitation, and capital projects. The SGR pr ogram benefits the public by
providing public transportation agencies with a consistent and dependable revenue source to
invest in the upgrade, repair, and improvement of agency transportation infrastructure. In
collaboration with the State Controller’s Office, Caltrans is tasked with the management and
administration of the SGR program.
SGR Capital Project Eligibility
The SGR program provides funding for capital assistance to rehabilitate and modernize
California’s local transit systems. Specifically, eligible projects include:
1. Fleet Maintenance. Transit capital projects or services to maintain or repair a transit
operator’s existing transit vehicle fleet or transit facilities, including the rehabilitation or
modernization of the existing vehicles or facilities.
2. Fleet New. The design, acquisition, and construction of new vehicles or facilities that
improve existing transit services.
Item 10
Packet Page 101
3. Infrastructure. Transit services that complement local efforts for repair and
improvement of local transportation infrastructure.
Projects that solely expand capacity or service are not eligible projects. However, onetime costs
associated with expansion of capacity (for example replacing a maintenance facility with a larger
facility or replacing a bus with a larger bus) are eligible.
Defined (Allocated) Portion of SGR Funds
Each regional agency and transit operator are entitled to a portion of SGR funds identified by a
statewide formula. These funds are allocated annually under the State Transit Assistance (STA)
program formula to eligible agencies pursuant to Public Utilities Code (PUC) section 99312.1.
The City receives a portion of these funds based on population and transit operator revenues. In
Fiscal Year (FY) 2020-21, SLO Transit received $8,438 of funding from this program and the
same level of funding is anticipated for FY 2021-22.
Discretionary Portion of SGR Funds
The second part of SGR assistance is a competitive,
discretionary grant process for capital purchases.
The regional discretionary and operator SGR
amounts for FY 2021-22 are unknown at this time as
the State Controller’s Office has yet to release its
allocation list. SGR funding was approximately
$439,034 for the SLOCOG region in FY 2020-21
(see table) and is expected to be similar for FY
2021-22. The SGR program requires an annual
grant application for both allocated and
discretionary amounts.
City SGR Discretionary Grant for the Purchase of Bus Shelters
Staff is recommending that this year’s FY 2021-22 SGR grant application be made for a total
amount of $90,000 in combined discretionary ($81,519) and allocated amounts ($8,481) for the
replacement and installation of seven (7) older bus shelters that have met the end of their useful
life.
The SLO Transit system has approximately forty-nine (49) bus shelters and over 235 bus stops
and many of the existing shelters using a concrete pad are older models with glass panels that are
past their useful life and are subject to graffiti and vandalism. Glass replacement for the older
models is an ongoing expense due to vandalism. This SGR funding will deliver approximately
seven (7) new shelters to replace or be installed at new locations that are considered high
boarding locations. Locations for these new shelters have been identified as bus stop located at:
1. Madonna Rd at Madonna Plaza;
2. South Street at Parker Street;
3. South Higuera at Prado Road;
4. Foothill Boulevard at Narrow Court (both sides of the street); and
5. Los Osos Valley Road at Valle Vista Place (both sides of the street).
Item 10
Packet Page 102
Shelters are recognized as valuable investment and are shown to improve rider experience and
thus increase ridership. Project costs include replacement or expanded concrete pads if a larger
replacement shelter is installed or the existing pad is damaged or worn.
Piggyback Purchase from CALAct Consortium
The City of San Luis Obispo is a member of the California Association for Coordinated
Transportation (CalACT). As a member, the City can “piggyback” or use CalACT’s Cooperative
Purchase Agreement to obtain bus shelters at a reduced cost.
Policy Context
Financial Management Manual Policy 740 requires that the City Council approve grant
applications equal to or greater than $5,000. The application will request up to the maximum in
combined City-allocated and available discretionary competitive award amounts towards capital
purchases that meet grant criteria with the exact amount to be known upon State Controller
Office allocations.
The City’s Municipal Code Section 3.24.060(E) allows for direct purchasing when the purchase
will be made cooperatively with one, or more, other units of government.
Public Engagement
Development of this SGR project is based on the data and customer survey information gathered
during the City's adopted 2017-22 Short Range Transit Plan (SRTP) and City’s Climate Action
Plan. A considerable public outreach campaign was done prior to the development and adoption
of the SRTP. Additionally, the City’s sustainability and climate action plan goals looks towards
improving transit ridership which can be achieved by supporting transit infrastructure needs.
CONCURRENCE
This proposed SGR project has been reviewed by the Finance, City Attorney and City
Administration and San Luis Obispo Council of Governments before submission to City
Council.
ENVIRONMENTAL REVIEW
No environmental review is required for grant submittals, per section 15061(b)(3) General Rule
of the CEQA Guidelines. It can be seen with certainty that the proposed action of the City to
apply for grant funding will have no significant effect on the environment.
FISCAL IMPACT
Budgeted: Yes Budget Year: FY 2019-20
Funding Identified: Yes
Item 10
Packet Page 103
Fiscal Analysis
Funding Sources
Total
Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing Cost
Transit Fund
State – SB1 Discretionary $81,519*
State – SB1 Direct $8,481
Other:
Total $90,000
There is no impact on the City’s General Fund as a result of applying or receiving these grant
funds. Rather, securement of these funds will assist the Transit Enterprise Fu nd to achieve
Capital Project priorities.
ALTERNATIVES
Deny the request. This is not recommended as this request is strategic to a larger funding
initiative for electrifying the City’s transit operations.
Attachments:
a - Draft Resolution
b - SB1 Recipient Certifications and Assurances
Item 10
Packet Page 104
R ______
RESOLUTION NO. _____ (2021 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, AUTHORIZING THE CITY MANAGER OR
THEIR DESIGNEE TO APPLY, EXECUTE AND FULFILL ANY
RELATED CALIFORNIA STATE OF GOOD REPAIR TRANSIT GRANT
PROGRAM APPLICATIONS, CERTIFICATIONS, ASSURANCES,
FORMS, AGREEMENTS, AND ASSOCIATED DOCUMENTS ON
BEHALF OF THE CITY
WHEREAS, California Senate Bill 1 (2017) establishes the State of Good Repair Transit
Grant (SGR) program; and
WHEREAS, the SGR program provides approximately $105 million annually to transit
operators in California for eligible transit maintenance, rehabilitation and capital projects; and
WHEREAS, the statutes related to state-funded transit projects require a local or regional
implementing agency to abide by various regulations; and
WHEREAS, Senate Bill 1 (2017) named the Department of Transportation (Department)
as the administrative agency for the SGR; and
WHEREAS, the Department has developed guidelines for the purpose of administering
and distributing SGR program funds to eligible project sponsors; and
WHEREAS, the City of San Luis Obispo (“City”) is an eligible project sponsor and wishes
to receive funding from the SGR program for transit projects; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Luis
Obispo as follows:
SECTION 1. The City Council hereby authorizes the City Manager, or their designee, to
file, execute and fulfill any related State of Good Repair Transit Grant program applications,
certifications, assurances, forms, agreements, and associated documents on behalf of the City.
Item 10
Packet Page 105
Resolution No. _____ (2021 Series) Page 2
R ______
SECTION 2. Environmental Determination. No environmental review is required for
grant submittals, per section 15061(b)(3) General Rule of the CEQA Guidelines. It can be seen
with certainty that the proposed action of the City to apply for grant funding will have no
significant effect on the environment.
Upon motion of _______________________, seconded by _______________________,
and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _____________________ 2021.
____________________________________
Mayor Heidi Harmon
ATTEST:
____________________________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
_____________________________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo, California, on ____________________________.
____________________________________
Teresa Purrington
City Clerk
Item 10
Packet Page 106
City of San Luis Obispo
Page 1
State Transit Assistance State of Good Repair Program
Recipient Certifications and Assurances
Recipient: City of San Luis Obispo
Effective Date: May 21st, 2021
In order to receive State of Good Repair Program (SGR) funds from the California
Department of Transportation (Department), recipients must agree to following terms and
conditions:
A. General
(1) The recipient agrees to abide by the State of Good Repair Guidelines as may be
updated from time to time.
(2) The potential recipient must submit to the Department a State of Good Repair
Program Project List annually, listing all projects proposed to be funded by the SGR
program. The project list should include the estimated SGR share assigned to each
project along with the total estimated cost of each project..
(3) The recipient must submit a signed Authorized Agent form designating the
representative who can submit documents on behalf of the recipient and a copy of the
board resolution authorizing the agent.
B. Project Administration
(1) The recipient certifies that required environmental documentation will be completed
prior to expending SGR funds. The recipient assures that each project approved for
SGR funding comply with Public Resources Code § 21100 and § 21150.
(2) The recipient certifies that SGR funds will be used for transit purposes and SGR
funded projects will be completed and remain in operation for the estimated useful
lives of the assets or improvements.
(3) The recipient certifies that it has the legal, financial, and technical capacity to deliver
the projects, including the safety and security aspects of each project.
Item 10
Packet Page 107
City of San Luis Obispo
Page 2
(4) The recipient certifies that there is no pending litigation, dispute, or negative audit
findings related to any SGR project at the time an SGR project is submitted in the
annual list.
(5) Recipient agrees to notify the Department immediately if litigation is filed or disputes
arise after submission of the annual project list and to notify the Department of any
negative audit findings related to any project using SGR funds.
(6) The recipient must maintain satisfactory continuing control over the use of project
equipment and/or facilities and will adequately maintain project equipment and/or
facilities for the estimated useful life of each project.
(7) Any and all interest the recipient earns on SGR funds must be reported to the
Department and may only be used on approved SGR projects or returned to the
Department.
(8) The recipient must notify the Department of any proposed changes to an approved
project list by submitting an amended project list.
(9) Funds will be expended in a timely manner.
C. Reporting
(1) Per Public Utilities Code § 99312.1 (e) and (f), the recipient must submit the
following SGR reports:
a.Annual Expenditure Reports within six months of the close of the fiscal year
(by December 31st) of each year.
b.The annual audit required under the Transportation Development Act (TDA),
to verify receipt and appropriate expenditure of SGR funds. A copy of the
audit report must be submitted to the Department within six months of the
close of each fiscal year in which SGR funds have been received or
expended.
D. Cost Principles
(1) The recipient agrees to comply with Title 2 of the Code of Federal Regulations Part
200, Uniform Administrative Requirements for Grants and Cooperative Agreements
to State and Local Governments.
(2) The recipient agrees, and will assure that its contractors and subcontractors will be
obligated to agree, that (a) Contract Cost Principles and Procedures, 48 CFR, Federal
Acquisition Regulations System, Chapter 1, Part 31, et seq., shall be used to
determine the allowability of individual project cost items and (b) those parties shall
Item 10
Packet Page 108
City of San Luis Obispo
Page 3
comply with Federal administrative procedures in accordance with 2 CFR, Part 200,
Uniform Administrative Requirements for Grants and Cooperative Agreements to
State and Local Governments.
(3) Any project cost for which the recipient has received payment that are determined by
subsequent audit to be unallowable under 2 CFR, Part 200, are subject to repayment
by the recipient to the State of California (State). Should the recipient fail to
reimburse moneys due to the State within thirty (30) days of demand, or within such
other period as may be agreed in writing between the Parties hereto, the State is
authorized to intercept and withhold future payments due the recipient from the State
or any third-party source, including but not limited to, the State Treasurer and the
State Controller.
E. Record Retention
(1) The recipient agrees, and will assure that its contractors and subcontractors shall
establish and maintain an accounting system and records that properly accumulate
and segregate incurred project costs and matching funds by line item for the project.
The accounting system of the recipient, its contractors and all subcontractors shall
conform to Generally Accepted Accounting Principles (GAAP), enable the
determination of incurred costs at interim points of completion, and provide support
for reimbursement payment vouchers or invoices. All accounting records and other
supporting papers of the recipient, its contractors and subcontractors connected with
SGR funding shall be maintained for a minimum of three (3) years from the date of
final payment and shall be held open to inspection, copying, and audit by
representatives of the State and the California State Auditor. Copies thereof will be
furnished by the recipient, its contractors, and subcontractors upon receipt of any
request made by the State or its agents. In conducting an audit of the costs claimed,
the State will rely to the maximum extent possible on any prior audit of the recipient
pursuant to the provisions of federal and State law. In the absence of such an audit,
any acceptable audit work performed by the recipient’s external and internal auditors
may be relied upon and used by the State when planning and conducting additional
audits.
(2) For the purpose of determining compliance with Title 21, California Code of
Regulations, Section 2500 et seq., when applicable, and other matters connected with
the performance of the recipient’s contracts with third parties pursuant to
Government Code § 8546.7, the recipient, its contractors and subcontractors and the
Department shall each maintain and make available for inspection all books,
documents, papers, accounting records, and other evidence pertaining to the
performance of such contracts, including, but not limited to, the costs of
administering those various contracts. All of the above referenced parties shall make
such materials available at their respective offices at all reasonable times during the
entire project period and for three (3) years from the date of final payment. The
State, the California State Auditor, or any duly authorized representative of the State,
shall each have access to any books, records, and documents that are pertinent to a
Item 10
Packet Page 109
City of San Luis Obispo
Page 4
project for audits, examinations, excerpts, and transactions, and the recipient shall
furnish copies thereof if requested.
(3)The recipient, its contractors and subcontractors will permit access to all records of
employment, employment advertisements, employment application forms, and other
pertinent data and records by the State Fair Employment Practices and Housing
Commission, or any other agency of the State of California designated by the State,
for the purpose of any investigation to ascertain compliance with this document.
F.Special Situations
(1)Recipient acknowledges that if a project list is not submitted timely, the recipient
forfeits its apportionment for that fiscal year.
(2)Recipients with delinquent expenditure reports may risk future eligibility for future
SGR funding.
(3)Recipient acknowledges that the Department shall have the right to perform an audit
and/or request detailed project information of the recipient’s SGR funded projects at
the Department’s discretion from SGR award through 3 years after the completion
and final billing of any SGR funded project.. Recipient agrees to provide any
requested project information.
I certify all of these conditions will be met.
Agency: City of San Luis Obsipo
BY:
Derek Johnson, City Manager
Item 10
Packet Page 110
City of San Luis Obispo
Page 5
ATTACHMENT I
(INSERT Agency Board Resolution approving this document)
Item 10
Packet Page 111
BLANK PAGE
This page is intended to be blank so that you can print double-sided.
Item 10
Packet Page 112